Creating a Payment Notice

A payment notice can be created and submitted if the following conditions are met:

• At least one open window is available.

• No payment notice already exists in the period or any later periods.

• No pay less notice with status 'Issued' or 'Submitted' exists in the period or any later periods.

• No notices with status 'Awaiting WF Approval', 'Awaiting DELAPS Approval' or 'Awaiting SQS Approval' exist in any period, before or after. In this case, it is possible to save but not submit the payment notice.

   

To begin creating a payment notice, either:

1. Open My SC Orders. Right-click the order you wish to create a payment notice for, or left-click the order and click the menu icon , then click Create Payment Notice. This creates a payment notice for the earliest period with an open window and without a payment notice or outstanding pay less notice in it.

   Or

2. Open Applications. Right-click the application you wish to create a payment notice for, or left-click the application and click the menu icon , then click Review Application.

If an application exists within the period you are creating a notice for, the Create Payment Notice screen will be populated with values from that application. If an application exists for a later period, it will not be populated with values from that application.

Note that the field labels for the first two steps below are customisable by the main contractor in Certificate Definition Maintenance, so they may appear differently than in the above image. The process for completing the fields and the underlying calculations remain the same regardless of the field labels.

1. Enter values for the Recharge and Costed Amount in the MC Valuation To Date column. If the subcontractor has applied for payment for this order, the total amount applied for will be shown in the SC Applied To Date column.

2. The Discount and Retention values will be calculated automatically, but you can still edit them if you wish.

3. The Cost of Materials (This App) field in the This Period column may or may not be editable, based on the CIS status of the subcontract. If it is editable, you must enter a value for this period. You cannot enter a negative value or a value greater than the sub total for this period. The Labour Liable for Tax value will be calculated automatically.

4. To customise the VAT distribution, click .

   

   Click the circle next to ‘Multi – Line VAT’ to enable multi-line VAT. You must then enter the relevant amounts for each VAT code. The total of the amounts you have entered is displayed at the bottom of the window and it must be equal to the Total to Distribute displayed at the top for the distribution to be valid. Click to save the distribution.

5. You must attach at least one non-internal file as backup to the notice before it can be submitted. To attach a file:

   1. Click the Browse button at the bottom of the screen to open your local directory.

   2. Find the file you wish to upload, then double click it or drag and drop it to the Create Payment Notice window.

   3. If you wish to mark the file as internal, tick the Internal Only tick box. This will prevent the subcontractor from being able to see the file when they view the payment notice after submission. Internal files are marked by a tick in the Internal Only column of the Attachments grid.

   4. Click to upload the file.

   You can attach multiple files this way if you wish.

   To view each of the files attached to the notice, open the Attachments tab at the top of the screen. If the subcontractor has applied for payment for this period on this order, you will also be able to see any files they attached to their application (such files will have "SC" in the Created By column).

   

   To delete an attachment that you have uploaded, right-click it and click Delete File, then click on the popup.

6. Once you have attached a file, you can modify the costing if you wish. For details, see Costing Distribution.

7. Click to save the payment notice. The notice will be added to the list on the Notices screen but will not be sent to the subcontractor and will be available to edit.

8. Click to submit the notice to the subcontractor, or to workflow if it exists.